Orthodontic Office Manager

Orthodontic Office Manager

La Jolla Village Orthodontics | La Jolla, CA

We are seeking an experienced, motivated, and highly organized Office Manager to lead the day-to-day operations of our established orthodontic practice.

This is a leadership position for someone who understands that running a successful practice involves more than managing schedules and completing administrative tasks. We are looking for someone who takes initiative, builds strong systems, develops team members, and understands how daily operations contribute to the overall success of a business.

The ideal candidate is a confident leader, an effective communicator, and someone who takes pride in creating an organized, positive, and accountable work environment.

Key ResponsibilitiesPractice Operations & Administration

• Oversee daily office operations and ensure the practice runs efficiently.
• Develop, implement, and maintain office systems, policies, and standard operating procedures.
• Monitor office performance, identify areas for improvement, and implement solutions.
• Oversee scheduling workflows, patient coordination, and front-office operations.
• Manage inventory, ordering, vendor relationships, and office resources.
• Ensure administrative processes are consistent, organized, and followed by the team.

Team Leadership & Development

• Lead, coach, and develop team members through ongoing feedback and accountability.
• Establish clear expectations, responsibilities, and performance standards.
• Foster a positive, collaborative, and professional work environment.
• Conduct team meetings, support training initiatives, and encourage continued growth.
• Address team concerns and performance issues with professionalism and consistency.
• Support employee onboarding, training, and ongoing development.

Financial Coordination & Payroll

• Oversee patient financial accounts, payment arrangements, and account accuracy.
• Coordinate patient financial agreements, treatment contracts, and payment collections.
• Monitor accounts receivable, outstanding balances, and collection workflows.
• Oversee insurance coordination and financial communication with patients and families.
• Process biweekly payroll, including reviewing employee hours, verifying time records, and submitting payroll accurately and on schedule.
• Maintain accurate employee payroll records and coordinate payroll-related administrative tasks.
• Monitor daily, weekly, and monthly financial reports, production, and collections.
• Assist with budgeting, expense management, vendor payments, and cost control.
• Identify financial discrepancies and opportunities to improve revenue cycle processes.

Patient Experience & Office Culture

• Maintain a high standard of patient service and communication.
• Ensure the team provides a consistent and welcoming patient experience.
• Support communication between clinical, administrative, and treatment coordination teams.
• Promote a culture of professionalism, teamwork, ownership, and accountability.

Qualifications

• Previous management experience required, preferably in an orthodontic or dental practice.
• Strong leadership, communication, and organizational skills.
• Experience managing and developing a team.
• Understanding of dental or orthodontic practice operations and financial workflows.
• Experience with payroll processing and employee timekeeping.
• Ability to analyze financial reports, recognize operational needs, and implement improvements.
• Comfortable managing multiple priorities in a fast-paced environment.
• Proficient with office technology, spreadsheets, and practice management systems.
• Strong problem-solving skills and the ability to make sound decisions.

What We Are Looking For

We are looking for someone who:

• Takes ownership rather than waiting to be directed.
• Leads by example and holds themselves to the same standards as their team.
• Is proactive, solution-oriented, and comfortable making decisions.
• Communicates directly, respectfully, and effectively.
• Understands the importance of both team development and business performance.
• Is adaptable and enjoys creating better systems and processes.
• Takes pride in building a workplace where people feel supported, challenged, and motivated to grow.

This is an opportunity for someone who wants to make a meaningful impact, take ownership of an established practice, and grow alongside a dedicated team.

Position Details

• Location: La Jolla, CA
• Employment Type: Full-time
• Schedule: Tuesday–Friday
• Compensation: Based on experience

Pay: $28.00 - $35.00 per hour

Expected hours: No more than 32.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Office management: 1 year (Required)
• Insurance verification: 1 year (Preferred)
• OSHA: 1 year (Preferred)
• Customer service: 1 year (Preferred)
• Financial coordinator : 1 year (Preferred)

Work Location: In person